BYLAWS OF THE METROPOLITAN WASHINGTON AUBURN CLUB
OF THE AUBURN ALUMNI ASSOCIATION
BYLAWS OF THE METROPOLITAN WASHINGTON AUBURN CLUB OF THE AUBURN ALUMNI ASSOCIATION
ARTICLE I. NAME
The name of the club is the METROPOLITAN WASHINGTON AUBURN CLUB, hereafter referred to in this document as “club(s)".
ARTICLE II. PURPOSE
The purpose of Auburn Clubs are (1) to provide a means in the club's local community/regional area to effectively involve and engage Auburn alumni and friends in promoting and supporting the mission and purpose of the Auburn Alumni Association and Auburn University, (2) to raise scholarship dollars for Auburn University students, and (3) to promote the "Auburn Spirit" through activities of the club. Clubs must adhere to the policies set by the Auburn Alumni Association to remain an active, chartered club.
ARTICLE III. MEMBERSHIP
Section 1. Club Membership. Effective October 1, 2011, to be a member and/or officer of the Club, one must be a member of the Auburn Alumni Association. Dues to the local club are not permitted.
Section 2. Non-discriminatory Statement: Auburn Clubs follow the same policy of nondiscrimination as Auburn University.
ARTICLE IV. MEETINGS
Section 1. Club Meetings. The club shall meet at times and locations to be determined by the Executive Committee. There shall be at least one (1) club meeting each year.
Section 2. Special Meetings. These meetings may be called by the president or Executive Committee at such times deemed advisable. At least two days notice shall be given to all members.
ARTICLE V. OFFICERS
Section 1. Officers. Officers should include a president, vice president, secretary, and treasurer, to be elected by majority vote of the members in attendance at an annual business meeting each year, assuming office after the meeting at which they were elected. Officers will make up the Executive Committee, and must be members of the Auburn Alumni Association.
Section 2. Term of Office. Officers are limited to two consecutive terms in the same office, unless the Nominating Committee recommends an officer to a third term and there is unanimous approval of the members voting at the annual business meeting. Terms shall be for one year.
Section 3. Vacancies. In case of vacancy for an office, the Executive Committee shall appoint a successor for the unexpired term. In case of vacancy of the President, the Vice President will service the remainder of the term as President
Section 4. Nominations. Each year, the Executive Committee shall appoint a past president of the club to serve as chair of the Nominating Committee, and will appoint two additional past presidents to serve on the committee. The Committee shall convene and develop a slate of officers for the coming year based on eligibility, and interest. A call to serve on the Advisory Board shall be circulated in advance of the development of the slate. The slate shall be circulated via email prior to the annual meeting at which the slate will be presented and voted on by a majority of those in attendance at the meeting.
ARTICLE VI. DUTIES OF OFFICERS
Section I President. The President shall preside at all meetings at which he/she is present; shall exercise general supervision over the affairs and activities of the Club; shall appoint standing and special committees and shall serve as member ex-officio of all standing committees. The President serves as the primary club contact with the Office of Alumni Affairs and is responsible for submitting required reports.
Section 2. Vice President. The Vice-President shall assume the duties of the President during his/her absence. He/she will also serve as a member ex-officio of all standing committees.
Section 3. Secretary. The Secretary shall keep the minutes of all meetings of the club to be an accurate and official record of all business transacted. The Secretary shall also work closely with the Office of Alumni Affairs in keeping an accurate and up-to-date list of Auburn alumni in the area.
Section 4. Treasurer. The Treasurer shall receive all club funds, keep them in a bank or repository selected or approved by the Club and nay only receipted funds in accordance with actions of the Executive Committee or the Club as a whole. Another officer, in addition to the treasurer, shall be inquired to sign all checks. The treasurer will provide written reports of the club income and expenses at each club board meeting and once a year at a regular meeting of the club.
ARTICLE VII. ADVISORY BOARD
The Advisory Board. The Advisory Board shall be composed of at least five Auburn alumni residing in the metropolitan Washington, D.C. area who shall serve to provide guidance to the officers. There is no limit on the number of members on the Advisory Board. Members of the Advisory Board must be members of the Auburn Alumni Association. The Advisory Board shall seek to be representative of the alumni in the area, including having Advisory Board members who have graduated in the last five years. Meeting of the Advisory Board shall be called by the President. The Advisory Board shall meet at least once annually.
ARTICLE VIII. COMMITTEES
Section 1. Standing Committees. The executive committee shall appoint standing committees, such as membership, scholarships, and programs.
Section 2. Appointed Committees. The president may appoint committees to address special needs or interests.
ARTICLE IX. CLUB FINANCES
Section 1. Ongoing Financial Needs. The Executive Committee is responsible for creating strategies which will fund ongoing club activities, and develop an annual budget based on the usual activities of the club.
Section 2. Financial Records. The Treasurer will keep sufficient records to account for revenue and expenses of the club, and/or its scholarship proceeds. The Treasurer will provide such records upon request for review at least annually.
Section 3. Approval of Expenditures. Expenditures shall be approved by the President and Treasurer prior to being paid. Two signatures are required on all checks of $250 or more. Account signatories include the Treasurer, President and/or Vice President.
Section 4. The Treasurer will ensure that all scholarship proceeds will be sent to the Auburn Foundation in a timely manner, and no less than once annually.
Section 5. Fiscal Year. The fiscal year of the club shall be January 1 – December 31st.
ARTICLE X. PARLIAMENTARY AUTHORITY
The conduct of business at all meetings of the Club shall be governed by Robert's Rules of Order Newly Revised. The rules in this edition shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the club may adopt
ARTICLE XI. AMENDMENT OF BYLAWS
Any amendments to the bylaws may be proposed in writing prior to any regular meeting and may be adopted by a 2/3's majority vote of members present at the regular meeting.
Date Adopted: 07-24-14